Accounts Payable Information

Procedure for Accounts Payable
Vendor Warrants

Submission

• The accountant must receive vouchers before 10:00 am, on the Thursday prior to the next warrant date.  (refer to annual accounts payable calendar for dates of warrants)
• Submit vouchers to the accountant in person, or in the locked wooden box in the town hall break room.

Vouchers must include

• Original invoices, with the account number written in red with highlighted invoice number and invoice date.
• Copy of invoices must be attached when a “stub” is not available for a remittance.
• Cover sheet with all invoices listed.  (attach invoices in same order)
• Signatures of Department head, and/or a majority of the committee or board members.

Vendors

• Only current charges will be processed, unless complete documentation for prior balance is included.
• Often a vendor’s name, and “Payee To” are different; please highlight the appropriate “Payee To” when necessary.

Change/Removal from Warrant

• The accountant will make necessary changes to vouchers, or removal of an invoice when required.  (Sales tax, duplicate payment, appropriation deficit, etc.)
• A memo will be issued whenever a change is made.

Checks

• Checks will be mailed following Board of Selectmen approval on Wednesday evenings.
• If a check should not be mailed, but returned to a department head or committee member, make note with a “sticky note” on the remittance copy or stub.